Frequently Asked Questions

Background

What is PMWeb?

PMWeb is a configurable software platform purpose-built for teams to collaboratively deliver a portfolio of projects. PMWeb provides a single point of entry for managing project processes, data, schedules, deliverables, and workflows within a designated project team.

Through a cloud-based infrastructure, project teams can access their PMWeb project data anywhere with a computer and an internet connection. In addition, a mobile app is available to take data offline with you and collect data offline while in the field. To learn more about PMWeb, click here.

What is OnTrack vs. PMWeb?

OnTrack was the original name for the implementation project prior to the selection of the main software platform, PMWeb. While the overall solution requires multiple components under the "umbrella" of OnTrack -- WalkMe (digital adoption platform), Power BI (dashboards), Mulesoft (integration with other CDOT systems), Website (user support, training, guidance) -- OnTrack vs. PMWeb has resulted in staff confusion.

To alleviate staff confusion, the PLT (Project Leadership Team), lead by Steve Harelson, has decided effective 11/8/21 to remove use of "OnTrack".

What can I do with PMWeb?

CDOT Staff will use PMWeb, and associated tools, to manage the life-cycle of your project in the near future. While usage is taken on an Opt-in approach, any engineering project team has the ability to use the PMWeb software to begin managing their projects.

Summary of capabilities available:

Manage your Pre-construction projects through the Advertisement process
Assign roles and workflows to manage processes across a distributed team
Create staff assignments, or tasks, to be completed on any project within the system
Manage and update a Project Schedule and your related project Deliverables
Enter project changes and route these for review and approval with your project teams
Review and export project reports and dashboards
View SAP Financial data integrations on any project with an available SAP PCN number

Is PMWeb custom software or is functionality pre-built?

PMWeb is what's known as commercial-off-the-shelf (COTS) software. It has been designed for project management of capital infrastructure projects and programs, in addition to asset management, planning, and maintenance. During our best practice-based implementation approach - specifically in the configuration sprints - PMWeb experts work with CDOT project delivery SMEs (subject matter experts) to identify how to optimally use available PMWeb records and functionality for CDOT with minimal configuration.

A guiding principle of PMWeb implementation is to always use PMWeb out-of-the-box (OOTB) records and features. Additional configuration (e.g., additional data fields, specific record form layout, workflow steps) only occurs if necessary as dictated by requirements to meet CDOT needs. As part of each configuration sprint, the PMWeb-based Configuration Framework record captures consideration of OOTB records against the need of a configured records.

Audience

Who is using the PMWeb Solution?

Region delivery staff is the primary focus group for PMWeb usage, as they are typically where "the rubber meets the road" for project delivery. Through PMWeb, we are supporting projects with the tools and analytics that optimally align with how staff work and provide a programmatic view of the statewide project portfolio. HQ staff are also an important user base with regard to their planning and support functions to the region.

Our current user base includes: Project Managers, Specialty staff, Resident Engineers, Program Engineers, Planners, Asset Managers, RTDs and EMT (programmatic views), HQ support staff

Is PMWeb only for Project Managers?

No. Delivering a portfolio of projects requires a cross-functional team across numerous roles; therefore, CDOT's primary project software platform must support all of those roles. PMWeb is a tool comprised of various records and functionality to support all project delivery staff.

Will Consultants be in PMWeb?

Yes. It is valuable to have all staff working together to deliver a project on the PMWeb platform so that they can collectively benefit from the collaboratively nature of these tools. When we all have the same information, we can operate as a better team. Request consultant access to PMWeb via the link on the Support page.

When Will PMWeb Become Available for All Staff?

All staff supporting CDOT's Capital Engineering Program can begin using PMWeb today. If you do not already have access to PMWeb, submit a request via the links on the Support page. System links are available on the home page.

How Does Staff Get Access to PMWeb?

Staff and consultants require a request form to be submitted to the CDOT technical team. Request your access to PMWeb via the link on the Support page.

Is this for All Project Types?

Initial templates target Design-Bid-Build (DBB) projects since they represent the largest percentage (by count) of projects at CDOT; however, all project types can use PMWeb.

Any project team can use the DBB templates and adjust the schedule and deliverables for the project. Once a project team has adjusted the schedule and deliverables to work best for other types of projects (e.g., CMGC, Design-Build, Local Agency), that project can be used to create a template for that project type. Bottom line -- There is not reason not to use PMWeb for any project type today.

Integrations

Will PMWeb be replacing AASHTOWare SiteManager? Why?

Yes, AASHTOWare SiteManager will be replaced with records and capabilities in PMWeb. These PMWeb capabilities will work seamlessly with pre-construction and other existing records.

Why is CDOT making this change?

CDOT is faced with 'end of life' software support by the vendor (AASHTOWare) on the current version of SiteManager.
All existing DOT's on SiteManager are currently in various stages of replacement as the implementer (Infotech) pushes the end date.
It is in CDOT's best interest to modernize the construction system to today's technological standards (including no more VPN!), while simplifying the data collection that meet CDOT's needs.

What led to the decision to use PMWeb to replace SiteManager?

A Construction Quick Action Team was formed in the summer of 2020 to assess options for replacing SiteManager. That team recommended PMWeb, which was followed by PDAC approval in June 2021. Please contact your PDAC members for additional information.
This decision was communicated by Steve Harelson in this Engineering Systems Recommendation Moving Forward email Aug 2, 2021.

What's next for moving to PMWeb for construction?

The PMWeb implementation team is working with SiteManager SMEs (DPPA) and Construction SMEs within the standard PMWeb Configuration & Release Cycle to configure PMWeb to meet CDOT's needs in this space. Additional information on construction records and functionality will be available in the PMWeb System Roadmap and are also available within the Configuration Pipeline records within PMWeb. Note that your region or group's SME are also captured within those records.
The team is currently working towards a pilot in Q3 of 2022, with the intent of a full rollout to staff in 2023. The timeline is subject to change based on various factors such as integration complexity.
All staff should continue to use SiteManager for all active projects until directed otherwise.

How Does PMWeb Work With SAP?

PMWeb is integrated with SAP through Mulesoft (every night). PMWeb projects can be created as soon as needed. Once a SAP project is created, the PCN is entered into the PMWeb project record for data syncing; that evening (and every subsequent evening) specific SAP data fields are read into PMWeb. As needed, additional data fields are integrated.

Duplicate entry is not intended between PMWeb and SAP as these systems have different primary purposes -- PMWeb for the delivery teams managing projects, SAP for controlling costs as the source of financial transaction data. Until PMWeb is used by all projects in your respective region, some activities will take place in both systems. For example:

Drawdowns continue to be entered into SAP so that DAF receives construction expenditures forecasts for their cost model. Forecasts will be automated within PMWeb based on estimates/contracts. Once all region projects and schedules are in PMWeb, SAP drawdowns can end.
Milestones continue to be entered into SAP as the source of milestone dates across projects. Once region project schedules are in PMWeb, SAP milestones can end.

As additional functionality is configured into PMWeb, it will become the source of non-financial transaction data, which will further the project data that is managed in PMWeb, rather than SAP.

Training

Is PMWeb Software Training Provided?

PMWeb training is provided via google classroom on this site. Training is on-demand, self-paced based on tracks by role. See the 'Train & Transition' page for links.

How do I Charge PMWeb Training/Learning Hours?

A Receiving Order Code is available to charge your PMWeb project hours. The Receiving Order code is 200780 and is entered on your time sheet line corresponding to your applicable cost center. The use of this code will allow PMWeb hours to be isolated and not count against the mandate to charge direct to projects instead of indirect cost centers.

Use this Receiving Order Code for:

PMWeb training time
Working in the PMWeb TEST environment
Subject Matter Expert (SME) time supporting discovery and configuration with the implementation team
Initial setup of projects in the PMWeb Production environment
All PMWeb-related planning, training, and configuration work

Permissions

Who can create projects in PMWeb?

To create a project in PMWeb, please contact your region PMO Rep.

What are the security rights in PMWeb? Who can delete records?

For a detailed breakdown of security rights by group and record, go to the 'Security Matrix' report in PMWeb.

As a standard for deleting records in PMWeb:

PMWeb System Administrators, DPPA staff, have deletion rights to all records. Send a Help Request (button in lower left of screen when logged in to PMWeb) if you need support from the administrators.
PMO Reps have deletion rights to all draft records, except for the main Project Record and system administration records (Help Request, System Ideas, Configuration Pipeline, Configuration Framework).

Data

How will data be available for Reports and Dashboards?

Various reports and Power BI dashboards are embedded in PMWeb. As a PMWeb user, you can access reports via 'In My Court' on the main PMWeb landing page, via the 'Reports & Dashboards' tab on the PMWeb landing page, or from individual records. Dashboards are available from the 'Reports & Dashboards' tab on the PMWeb landing page or from CDOT's Power BI Service.

By design, all PMWeb data will be available through CDOT's advanced data analytics platform (ADAP). This allows for dashboards across the entire PMWeb data set, in addition to other CDOT systems (e.g., SAP). As we move forward, more reports and project analyses will be available through Power BI, rather than PMWeb.

Usage

What is the current policy on documents?

Policy Directive 21.1 is the controlling policy on documents and records. See the Records Management page on the employee hub for additional guidance information. Within that page, Record File Plans are linked that outlines required location of documents by record type.

Does copying a record in PMWeb also copy the attachments?

Yes, when a record is created by copying another, the data fields entries and attachments are also copied. The user that copied the record has the option to remove those copied attachments.

Accessibility

I'm color blind. Are there any PMWeb capabilities to help with viewing colors (example: reports with "stoplights")?

If you're experiencing difficulty viewing PMWeb content such as Project Health Stop Lights due to color blindness, Microsoft offers a setting that allows users to adjust the color preferences on your individual computer to account for color blindness. Visit How to Enable Colorblind Mode in Windows 10 – Color Blind Filters YouTube video for more details.